Assume you have a big Word document. The ideas you have presented in the document are:
- Idea A
- Idea B
- Idea C
Now, after completing the document, you want to change the sequence to :
- Idea A
- Idea C
- Idea B
You feel this sequence gives better clarity. To achieve this change, you will need to rearrange a few pages in the document.
But, this may lead to the document making no sense.
Let us see why.
Word divides a document into pages depending on the paper size setting. For instance, you may have set the paper to A4 size portrait, and your document may have 25 pages in total.
Now, if you change the paper size to A5 size portrait, the total number of pages in your document will increase. This is because the paper size A5 is much smaller than paper size A4.
Hence, each A5 page will hold much less text compared to what one A4 page can. The document will need more A5 pages to hold its contents.
This means the content on a page depends on its size.
Content of one idea may not fit totally in one page. It might need more than one page. Replacing the content of any page with content from another can lead to a complete mismatch of content.
If you replace Idea C with a part of Idea B, the result may not make sense.
Rather than moving pages around, it is preferable to move sections.
Word allows dividing a document into sections by using headings. You can move complete sections using the navigation pane, keeping the content intact. This helps to preserve the sense of the document.
Word allows four methods of rearranging pages in a document:
- Using the Navigation Pane
- Using keyboard shortcuts
- Using mouse cut and paste
- Using clipboard history
The preferred method is to use the Navigation Pane. This will only work provided you have organized your document using headings.
If your document does not use headings, you may use one of the other three methods. But you must make sure of maintaining the sense of the document.
We will explain all the methods stepwise. Let us start.
Method #1: Rearranging pages using the navigation pane
Step #1: Open the document
Open the Word document. Make sure it has sections with headings separating them.
To create headings, click on the Home tab in the top menu bar to change the ribbon.
Select main section headings and change them to Heading 2 style from the Styles section. Select subsection headings and change them to Heading 3 or 4 styles from the Styles section.
Step #2: Open the navigation pane
Click on the View tab in the top menu bar to change the ribbon.
In the Show section, click on Navigation Pane.
The Navigation Pane opens on the left.
Word lists all sections and subsections in the document under Headings.
Step #3: Rearrange sections
In the Navigation pane, select the section you want to move. Use your mouse to drag it to the appropriate position.
After you have interchanged sections B and C, the navigation pane will look like this.
Close the Navigation pane by clicking on the X in the top left corner.
Word will rearrange the document pages accordingly.
Method #2: Rearranging pages using keyboard shortcuts
Note: This method is for Word documents not using headings.
Step #1: Open the document
Open the Word document.
Step $2: Select a section
Place the cursor at the beginning of the section you want to move.
Hold down the Shift key on your keyboard. Select the text you want to move using the appropriate Left, Right, Up, and Down Arrow keys. Release the Shift key.
Step #3: Cut the selected section
Press Ctrl+X on your keyboard to cut the selected section to memory.
Step #4: Paste the selected section
Position the cursor where you want to place the cut section.
Press Ctrl+V on your keyboard to paste the cut section.
Word will rearrange your document to look like this.
Method #3: Rearranging pages using mouse cut and paste
Note: This method is for Word documents not using headings.
Step #1: Open the document
Open the Word document.
Step $2: Select a section
Place the cursor at the beginning of the section you want to move.
Hold down the left mouse button. Select the text you want to rearrange by moving the mouse appropriately. Release the mouse button.
Step #3: Cut the selected section
Click on the Home tab in the top menu bar to change the ribbon.
In the Clipboard section, click on the scissors or Cut icon to cut the selected section to memory.
Step #4: Paste the selected section
Position the cursor where you want to place the cut section.
Click on the Paste icon to paste the cut section into place.
Word will rearrange your document to look like this.
Method #4: Rearranging pages using clipboard history
Note: This method is for Word documents not using headings.
Step #1: Open the document
Open the Word document.
Step $2: Select a section
Place the cursor at the beginning of the section you want to move.
Hold down the left mouse button. Select the text you want to rearrange by moving the mouse appropriately. Release the mouse button.
Step #3: Cut the selected section
Click on the Home tab in the top menu bar to change the ribbon.
In the Clipboard section, click on the scissors or Cut icon to cut the selected section to clipboard memory.
Step #4: Open the Clipboard history
Position the cursor where you want to place the cut section.
Press the Windows key+V on your keyboard to open the clipboard history.
Step #5: Paste from Clipboard history
Inside clipboard history, click on the item you want to paste. Word will paste the item into your document.
Word will rearrange your document to look like this.
Conclusion
We have shown different methods of how you can rearrange pages in Word. Use these methods judiciously to retain the meaning of your document.